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Minden NEVADA The Minden Town Board meeting was held at 5:30 p.m. on Wednesday, August 1, 2012, at 1602 Esmeralda Avenue, Minden, Nevada. Board members present: Matt Bernard, Charlie Condron, Roxanne Stangle, John Stephans and Steve Thaler. Staff present: Greg Hill, George Keele, Trish Koepnick, Bruce Scott and Jenifer Scott. The meeting was called to order at 5:30 p.m. by Chairman Stephans. The Pledge of Allegiance was led by John Stephans. Condron/Stangle moved for the approval of the agenda as published. Motion carried unanimously. Bernard/Thaler moved for the approval of the minutes of the July 5, 2012 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None ACKNOWLEDGEMENT OF SERVICE AWARDS: None PUBLIC COMMENT Michael King, Minden resident on Longleaf, expressed concern over water waste in Minden by the residents. The majority of the people in Minden do a good job, but we are in an extreme drought and he is concerned about how so many people waste water. He sees it in his neighborhood and it is alarming. Bev Giannopulos said she really appreciates how the parks and the green areas have been taken care of by the Town staff. Marlena Hellwinkel representing the Historical Society reminded the Board of the tour of seven historical Minden homes taking place on September 15. Tickets can be purchased at the museums; she will get a flier out after the Taste of the Towns. STAFF REPORTS: 1. Public Works: report of activities by Greg Hill The packet contains details concerning Well 7. At this point the estimate is that the well will pump at the most 1700 g.p.m. One concern is the 12 inch diameter of the casing. A submersible pump may not be a good option; also, the arsenic level was 11. He thinks it would be worth it to do further testing at different ranges so we won’t put in a pump that will get us an arsenic level too high. He will arrange this with Carson Pump. Mr. Bernard questioned the correlation between the quantity and the quality pumped. Mr. Hill said at this well the more volume we pumped the higher the arsenic level was. We have to meet the water quality requirements at each well. Mr. Keele asked what the standard of 10 was based on. This was unknown; it used to be 50 parts per billion. The Booster Station is complete except for a few details with Scada and flow meters. The test well is completed at the maintenance facility. They drilled 686 feet with 6 inch casing in the first 100 feet. There will be an in-depth report by next month. Nevada State Bank will be contributing funds to refurbish the median on Lucerne; we will be taking over the maintenance. 2. Engineering Report: report by Bruce Scott. The County Road improvement project will soon be going to bid; we are looking at the Town purchasing the pipe separately. It makes sense if there are few complications; pumps and motors are better purchased as part of bids. The Heybourne Booster pump bids will be opened August 23, hopefully to be considered at the September meeting. Douglas County, Indian Hills and Carson City need to agree with the bid; as the costs will be reimbursed to the Town. Pat Clark had approached the Town several years ago regarding the 4th Street frontage on his property. He would like to cooperate on sidewalk improvements to tie in the block; we will see what he is proposing and bring to the Board for discussion. 3. Attorney Report: report by George Keele. Mr. Keele said he has worked to draft the contract with the rate consultants. Regarding the sidewalk issue in Westwood Village, he felt it is in the Town’s best interest to decline the request. ---PAGE BREAK--- Minden Town Board Minutes August 1, 2012 Page 2 of 8 Concerning the water testing due to odors at Mahogany Court apartments, it has been determined that the source is outside the water system. Based on the materials used in the internal plumbing of the buildings, it appears to originate within the complex itself. 4. Manager’s Report: report by Jenifer Scott Lots of data has been gathered for the rate consultants and Ms. Scott is comfortable with where it is going. We will be revising the contract with consultants based on changes of scope. Ms. Scott said she feels we might need to clarify our stance on the sidewalk cost share policy; she will bring this to the Board in September. Westwood Park HOA questioned where in the statute the property owners maintain the sidewalks. If we assume responsibility of all sidewalks it would be quite costly. Michael King asked if there is a possibility of homeowners maintaining sidewalks; if that is the case they should be advised of this. He thinks that a lot of people would be willing to take care of their property and they don’t know who is supposed to maintain the sidewalks. There are areas in Minden that are very bad and one could not get through in a wheelchair. Mr. Scott informed Mr. King that the Town has a 50-50 share program applied to sidewalks in front of houses; this is generally done in coordination with the street rehab work. Mr. King said he appreciated the information. 5. Board member reports: Mr. Thaler attended a meeting about the Cowboy Poetry Festival. He thinks the general sentiment is it held at a tough time of year; hotels would like it earlier in the year. Genoa is taking a hard look at it. Ms. Stangle said that people came in her store last weekend that were impressed by the cleanliness and inviting nature of the Town; this is a real compliment to the staff. Chairman’s report: Mr. Stephans said we should be very proud of the staff in Minden and that he values the residents’ input to help us do a better job. CONSENT AGENDA FOR POSSIBLE ACTION 1. Approval of July 2012 financial report prepared by the Minden Town Manager including claims paid June 23, 2012, through July 19, 2012. 2. Approval of a request to co-sponsor/host with the Carson Valley Visitor’s Authority (CVVA) a stop on the 2012 Hot August Nights Poker Run, August 9, 2012, from 7:30 a.m. to 5:00 p.m. check time he read it different This event will include closure of: Esmeralda Avenue between Sixth Street and Fourth Street; Fifth Street between Esmeralda Avenue and Mono Avenue; Mono Avenue between Fifth Street and Sixth Street; and Sixth Street between Mono Avenue and Esmeralda Avenue; contribute an amount not to exceed two hundred dollars ($200) to CVVA to be used to purchase lunches for volunteers parking cars at the event; and waive street closure and trash pickup fees, and provide Town Staff and Town equipment to support the event. Thaler/Condron mover to approve the consent calendar as published. Motion carried unanimously. ADMINISTRATIVE AGENDA 1. a. Not for possible action: Discussion and presentation by Town Engineer Bruce Scott, Resource Concepts, Inc., regarding the status of the Bougainvillea Park project. b. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to approve modifications to the site improvement/landscape plan for Bougainvillea Park prepared by Sandra Wendel, Landscape Architect, of Sandra Wendel & Associates. Appearance by Bruce Scott, Town Engineer. Mr. Bernard disclosed that he had a conflict with this item as he works in a private capacity in the interest of others, including working with Mimi Moss of Douglas County in the road abandonment and Mike Pegram to facilitate the construction of park, and that he will abstain from voting. Mr. Keele said that he would disqualify himself from the discussion as he had involvement through his wife in respect to the Seeman Trust and the easement to this property. Mr. Scott said he is pleased to be here on the cusp of finally building this park. We have had discussions concerning the design approved by the Board in 2007. As the new owner of Monterra, Mike Pegram is taking on the development of Bougainvillea Park. He has expressed a clear interest in getting this going. There was a meeting with Town and County staff as well as both Winhaven HOAs. Sandra Wendel, the original designer, has prepared a revised plan. The big difference between the two plans is the elimination of the driveway through the park; we could still allow accesses to the gate areas that are already established. Positive changes include grading and utilities, as well as reflection of staff comments regarding maintenance of the park, which will be a Town responsibility. Mr. Thaler commented that he does not want to change anything unless the people in the neighborhood are OK with ---PAGE BREAK--- Minden Town Board Minutes August 1, 2012 Page 3 of 8 the changes. Mr. Scott assured the Board that there had been no negative comments. Mr. Condron said he appreciates the swiftness in moving this forward since the last discussion. Public comment: Bruce Palmer representing Winhaven Gardens HOA thanked the Board for moving forward and with the support of the Town board and staff if looks like it will be completed. In regard to minor adjustments they are in complete support, as it makes sense to do these. He also supports construction of the area adjacent to the Park, which he thought was addressed in item B. Bev Giannopulos asked if there was less planting in the new design. Mr. Scott said that the redesign is trying to capture what trees there can be saved, as well as adjustments to change plant material to meet the needs of the Town maintenance. Thaler/ Condron moved to approve modifications to the site improvement/landscape plan for Bougainvillea Park. Mr. Scott added that there is a Douglas County right of way area adjacent but not a part of the Park; it is the triangular piece between the park, the Seeman Ranch and Buckeye Road. He would like the Board to consider shaping in that area primarily for drainage as well as some low maintenance ground cover to keep the weeds down. He estimated the cost in the neighborhood of $1500-2500. This will need to be on the next agenda as it was not agendized. Motion carried unanimously with Mr. Bernard abstaining. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny Board support of a request by The Ranch at Gardnerville, LLC to modify the planned development boundary identified in ordinance #2004-1108; to extend and modify the planned development schedule; and to modify the subdivision design as a result of changes to the road improvements and redesign of alleyways to the streets; to include Board support, or not, of associated variances to the Douglas County Design Manual and Douglas County Development Code. The property is located south of Buckeye Road and north of Gilman Avenue along Heybourne Road, within the SFR-8,000 (Single Family Residential, 8,000 square foot minimum parcel size) zoning district with a PD (Planned Development) Overlay, in the Minden-Gardnerville Community Plan Area. Appearance by Keith Ruben of R.O. Anderson Engineering, Inc. Mr. Bernard disclosed that he works for Mr. Anderson and has a conflict as he works in a private capacity for the interest of others and will abstain from voting. Mr. Scott said that it will be helpful to outline recent activity to set the stage for where we are at this point. We had a meeting of the development committee and discussed a number of items that his office had expressed concern about. Those concerns are in the letter in packet dated July 13. Mr. Anderson’s letter of reply did not arrive in time to get into the packet, as well as Mr. Scott’s reply. There are also additional revisions that did not make it into the packets including 5000 square foot lots, set back changes, and a park put back into the design. A further meeting was held a few days ago and we discussed staff concerns and suggestions. A number of concerns are being addressed and Mr. Anderson will talk to you and bring up to speed about what is in front of you at this point. Rob Anderson, in the place of Keith Ruben, showed several exhibits and started with explaining what is driving this request. Amended maps that were waived by Douglas County and Gardnerville (this did not involve the Town of Minden) included issues such as the removal of the alleys and acquiring access to the houses directly from Heybourne Road. This was approved by Douglas County for Phase One with the understanding that they would have to modify the plan development, which is what tonight’s request is about. At the time when they went to Gardnerville they had unanimous support for removing the alleys, and encouraged to do that. The original plan had 30 patio homes along Buckeye without specific development plans; this was a sort of placeholder with no details. This plan in 2007 had 200.8 acres and currently 633 units including 35 patio homes. That is the approved plan today. The plan proposed is for the same number of lots but a different configuration. Between 2007 and 2012, there was a filed map revision and FEMA study. A designation of floodway was given and this caused a constraint because of Zerolene, as well as lots of uncertainty. Through Manhard Engineering’s efforts, FEMA has accepted their study and this changed the floodplain designation. In the new plan, open space increases from 27 to 49 acres of open space. This causes lot areas to be reduced. In the 2007 plan the lot size was roughly 9000 square feet; in the new plan it is roughly 7500 square feet. The bulk of this was because of the change in floodplain, as the wetland designation which made further constraints on the project. The request tonight is for 633 units just as before; they are adding back in park, so the number of lots is the same but they are smaller. Positive aspects are as follows: The developer dedicated with the first phase over 30 acres for the Martin Slough plan. Since then portions of the Seeman Ranch has been purchased by Douglas County to further continue this plan. An additional 14 acres will be dedicated by the developer either to Douglas County or the Town of Minden to facilitate the completion of the Martin Slough plan. Also, the developer has dedicated a well site to the Town of ---PAGE BREAK--- Minden Town Board Minutes August 1, 2012 Page 4 of 8 Minden and this ownership is still available. The developer has built the first part of Heybourne Road and would build the collector road through the project. In addition, there is 2300 feet of Zerolene to be developed. The developer is not capable if satisfying requirements to build this because of flood requirements; they are willing to pay their portion but we need to work together as a community. They are committed to building a one acre community park where there is the most density. They also offered $100,000 matching funds for the planned trail through this area. They have had good success selling homes in Gardnerville in Phase One and would like to go forward. There are a variety of lot sizes to market to different needs and desires of people. In respect to Douglas County’s request, they are reducing the number of accesses on Heybourne Road to 17. Addressing some staff concerns, wall height has been reduced down to 4 feet with landscaping in front. There is an option of a landscape maintenance district for landscaping along the wall. Curbs have been modified to roll types as approved in Phase One. These are standard street sections except the sidewalk is brought to the curb. 10 minute break was taken to look at the project boards. Mr. Stephans called the meeting back to order. He expressed concern about the 5000 square foot lot size and the wall that cries for graffiti; he would rather see wrought iron railing. They are taking up a large amount of lot size on small lots with large houses. He feels there is a safety issue with the well site; we need to have access to the well if there is a flooding issue. He wants to be assured there are no FEMA issues with the roadways. This project goes to 2033; he has a hard time approving something that will not hit the Town of Minden for several years; how many revisions will there be? The Town cares about the community and he does not want less than a quality project. He fully supports a landscaping district. The people who move in should pay for it and he believes we should work hard for that concept. Mr. Thaler asked how many lots would have been lost if the original lot sizes had remained. Mr. Anderson estimated 60-66 lots. He said this has a receiving area overlay in the master plan and this requires 3-12 units per acre. They could not violate the master plan designation Mr. Thaler was told that the smaller lots would be in the middle phases. Larger homes will not be by the major collector road. He agrees with a lot of chairman’s comments and questioned what would keep people from building higher walls along Heybourne as their backyard wall. Mr. Condron thanked Mr. Anderson for addressing concerns of the last few weeks. He felt there were lots of concerns and he hates to rush this project. 5000 square foot lots are small and he feels parking will be a major issue with the alleys gone. Knuckles on streets will make it difficult for services to be provided. He understands the marketing concept and the need for diversity, but wished the lots were not so small. Ms. Stangle said she is concerned about the parking and the density; it is hard to envision how this works into what her view of Minden has been. Public comment: Lee Bonner said he was present as a County Commissioner; they have looked at the project and there have been a lot of changes. The 25 mph was based on driveways being there and the possibility of a wide street becoming a drag strip. His concern is that when we looked at Phase One, all involved entities they looked at it together; he would like to make a proposal that they get a work group together from Minden, Gardnerville, the County and developer and see if they can work it out together. Bev Giannopulos read a lot of items in the packet and correspondence. She is seeing that the item on the agenda refers to 8000 square foot lots but there is a reference to 5000 square foot lots. Mr. Anderson said that those are set for 15-17 years from now. She recognizes the need for profit, but she would rather take out some of park down the street and have bigger yards. Choice of landscaping by the owner determines amount of care for yard. There is very little space between houses; some of this is a sacrifice to the American dream of owning a home where the neighbor is not on top of you. She would not want to buy a house where she had to back out on Heybourne and would not want a view of a concrete block wall. She questioned access by Town services, fire department and garbage trucks. Also, there is more crime when people are crammed together. Sandy Deyo said he has problems with the number of drawings and plans; his comments will be limited to the paperwork in packet, which are different than the ones being presented for approval. There is no distinction between Minden and Gardnerville on the mapping. Most of the units in the southern portion will come out on Zerolene. Now with more cars per family, what traffic will be loaded unto Zerolene? What has been addressed for traffic control? This needs to be resolved before moving ahead. It is not defined which Town gets dedications referred to, and who will be responsible for maintenance. He has a real problem with the small roundabout at Buckeye and Heybourne; Most roundabouts now are built fairly large, to allow for size of trucks, etc. There is a short distance from Buckeye to Bougainvillea to make a left hand turn; it is easy to envision a back up. Also, how many units have already been approved in Douglas County prior to this, and how readily will we be able to absorb ---PAGE BREAK--- Minden Town Board Minutes August 1, 2012 Page 5 of 8 all of those, as well as this? All of these units will be small and there might be 3-4 cars per unit. He sees major safety issues with cars and children. Town needs to decide what is best for the Town itself. Mr. Thaler agreed with the Chairman of the County Commission on this. He feels this needs a little more flushing out, and likes the idea of the committee as he suggested. Thaler/Condron moved to continue to at least next month, to form a committee with County staff, flush things out and come back together and make the decision. Motion carried unanimously. Mr. Anderson said his client is happy to cooperate and participate, but we need to do it quickly. The development schedule expires at the end of the year, when they have to record a map. Part of the reason it is coming as it is for approval is so everyone is not under the gun to approve something right before Christmas. Mr. Condron said that the other option is for Minden not to support this; it is a good effort for all to get together. Mr. Thaler believes in not dragging it out, but his goal is to be as expedient as possible. Mr. Anderson asked for it to be brought back in September; this will be done according to the motion just approved. Mr. Keele said that he felt the workshop meeting should be noticed for no action, giving an opportunity for all to participate. Mr. Stephans said that we will see what Gardnerville does and go from there. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Syncon Homes to transfer previously paid water service connection fees from lots in the La Costa Subdivision to lots in the Monterra Subdivision. Appearance by Don Milan, Reno Area Manager for Syncon Homes. Mr. Bernard said that as he formerly did work for Mr. Hanly, he has a conflict as he works in a private capacity for the interest of others and will abstain from voting. Don Milan was not present; Ms Scott presented the item. Ms. Scott said that several years ago connection fees were paid on some lots in La Costa. A new developer has acquired these lots. Mr. Keele said he recommends a release from the purchaser that acknowledges the transfer, and he suggested this be a part of the motion. The value of connection fees has increased since their purchase, and the difference would need to be paid. Also, some meters were already installed; some parts might be damaged and those meters would have to be replaced or repaired Mr. Stephans said it said it is important to have the incremental charge. George said that the transfer document needed a bit of cleanup. He said we are not covered with the current language but it could be easily fixed with no liability. Mr. Condron asked if there is a sunset policy; how long could they sit on these fees? Mr. Keele said that there is a six year statute of limitation that would apply to protect the Town in regards to the development agreement. Mr. Thaler said that the only way to consider this is for Syncon to pick up the difference and pay any other fees associated. Mr. Scott said that the recommendation being considered is fair; the fees were paid in good faith several years ago. No public comment. Condron/Stangle approved with conditions the request by Syncon Homes to transfer previously paid water service connection fees from lots in the La Costa Subdivision to lots in the Monterra Subdivision by crediting the amount they have paid but charging them the new fee; also they must comply with George Keele’s recommendations. Motion carried unanimously with Bernard abstaining. 4. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request to alternate between the Towns of Minden and Gardnerville every other year, performances of the Carson Valley Pops Orchestra as part of the Towns’ 4th of July celebrations, beginning with the July 4, 2013, performance in Heritage Park. Appearance by Jenifer Scott, Minden Town Manager. Ms. Scott said that the Town of Gardnerville had asked for formal consideration of alternating the 4th of July Pops performance each year. Mr. Higuera and Ms. Louthan are present tonight for this item representing Gardnerville. Mr. Stephans said that the Pops came back to the CVIC Hall with the understanding that they could practice and store instruments, agreeing to do four performances for the Town. He thought that the 4th of July was part of the agreement. The Minden people pay taxes and support the Hall; the free use is supported by the people of Minden. Mr. Condron said the performance of the 4th was wonderful. He said that he liked the thought of the cooperative effort between the Towns, and felt that Minden could plan something else on the off years. Mr. Thaler questioned why this needed to come to the Board; he felt that they should play where they want and we should not tell them where they play. Ms. Stangle said that the 4th of July was great; she would like it on the table that if the Pops play in Gardnerville it ---PAGE BREAK--- Minden Town Board Minutes August 1, 2012 Page 6 of 8 does not preclude Minden from having an event in Minden on the 4th. Mr. Bernard said we have a partnership with the Pops and they call the CVIC their home. He wants to cooperate with Gardnerville and does not want to be in a competition, but we do want to build on what we started this year on the 4th. If they are not going to be here, he will come up with something bigger and louder. He would like to see what they say. Public comment: Ken Miller, Vice chairman of the Gardnerville Town Board, said that last year they discussed alternating years between the Towns. This is a community orchestra; Gardnerville is not trying to compete with Minden, but he sees it as an alternating event for the whole community. Mr. Condron asked if there could be different time frames and Minden could still have its own event. Lloyd Higuera said he was excited for what he envisioned as a real partnership between the two Towns getting together and presenting this event. Judy Sheldrew spoke on behalf of the Pops, saying that it was up to the two Towns to decide the venue for the 4th of July, and the Pops does not want to be in the middle of this. There is a lot of sponsorship for the Pops in Gardnerville, and they want to thank the Town of Gardnerville for also supporting them. Bev Giannopulos said that she felt that we would have to pay someone else to pay in Minden Park on alternating years. She did not think we needed to worry about competition because there is always so much going on. We have enough people in the valley to have two events because we are limited in parking. Howard Herz said if it comes down to which Town, it might be something that the Pops have to resolve. They do not need to be mutually exclusive. Several years ago Genoa asked for an ordinance to exclude other events occurring during the Candy Dance. It is appropriate to have something for each Town. There is a difference between where Pops will play and not creating a policy of exclusion in the process. Sandy Deyo said that he loves the Pops; they are great. The background is that the Pops originally approached the town years ago for the use of the Hall in exchange for four performances for the Town. Pops are non-profit and all volunteer, with only the right to sale beverages. At the time of agreement renewal it was pointed out that a number of people were being paid. Result was that the Pops walked away from Minden and went to Gardnerville. He feels that if they do four performances a year for us, we should be happy to have them perform in Gardnerville every other year. Ray Wilson said the history of the relationship of the Town with the Pops entailed four performances in hall and on 4th of July at Minden Park. He agrees with the board, but no one spoke for the tax payers of Minden. The people of Minden will be stuck and will be paying for what will be happening in Gardnerville. He is discouraged because other than John Stephans, not one of them spoke to the citizens of Minden. If Gardnerville wants them, they need to contribute. He asked the Board to take into account the citizens who pay for this hall and pays taxes. Elizabeth Eubanks, conductor of the Pops, wanted to reinforce the fact that they receive no compensation for the many hours they put in to serve the Carson Valley. Mr. Stephans noted that Mr. Condron was sick and had to leave. Mr. Thaler said he both agrees and disagrees with Mr. Wilson. CVIC Hall has been on the Board’s radar since they took office and they are trying their best to keep it in the black. There is a value to Minden of the Pops playing here. If they choose to play in Gardnerville, then we need to look at our agreement and adjust it, but we should not be telling the Pops where they are playing. If they choose to do every other year, we want to keep doing our own Minden celebration each year. Ms. Stangle said that from the minute that she got on the Board, she believes that all 5 members truly vote with their heart and gut and look out for the Town residents. She is very sorry that Mr. Wilson feels the way he does. Mr. Bernard also felt that the Board has been fiscally responsible. We have been in the black even though we are generous. Mr. Wilson said that he agreed with what he heard tonight but only one spoke for the taxpayers about this issue tonight. Mr. Bernard said he came from a family of politics; his dad said that it is when people get together and disagree, they compromise. He believes that they started something special with the kid’s parade. Should we force the Pops to decide if they are “married” to Minden? He wants to compromise, but it pains to Him think that next year there will be nothing in Minden, Mr. Stephans said that he just knows that the agreement was 4 concerts a year and he thought one was the 4th of July in Minden Park Sandy Deyo said he would like to hear from the Pops if they could do four concerts for Minden and every other year play on July 4 in Gardnerville. Ken Miller said that they would like to see them in Gardnerville every year, not necessarily on the 4th of July. Judy Sheldrew said it was not really up to the Pops. They had given the promise to Minden and they are thanking both Towns for supporting them. ---PAGE BREAK--- Minden Town Board Minutes August 1, 2012 Page 7 of 8 Mr. Thaler asked Ms. Sheldrew if she believed that in the agreement one of the four concerts would be on the 4th of July. She is not sure they necessarily said July 4 would be in Minden but they deliberately left that for the Towns to decide. Mr. Thaler reiterated that it was not the government’s job to tell them. Ms. Sheldrew said they can give still give us four concerts on the years they would play in Gardnerville. Thaler moved to deny the request to alternate between the Towns of Minden and Gardnerville every other year performances of the Carson Valley Pops Orchestra as part of the Towns’ 4th of July celebrations, beginning with the July 4, 2013, performance in Heritage Park. The motion died for lack of a second. Mr. Bernard moved to approve the request to alternate between the Towns of Minden and Gardnerville every other year, performances of the Carson Valley Pops Orchestra as part of the Towns’ 4th of July celebrations, beginning with the July 4, 2013, performance in Heritage Park, understanding that Minden will likely consider still having an event. Ms. Stangle seconded the motion. Mr. Stephans and Mr. Thaler opposed. Motion died. 5. For possible action: Discussion and possible action to approve, approve with conditions, continue, or deny a request amend the approved budget for the Town of Minden Banner Pole Project from an amount not to exceed $25,000 to an amount not to exceed $50,000. Additional funds for this project would come from Minden Ad Valorem Capital Projects (fund 631). In-kind labor donations from skilled trade’s people are also welcomed. Appearance by Jenifer Scott, Town Manager. Ms. Scott said that there would be a significant amount of savings at the new banner pole location, with shallower footings and a larger surface. With the staff purchasing materials, she is hopeful we can come in under $50,000 with the $7,000 already spent. Ms. Stangle said that her concern is that a large percentage of the promotions would be Gardnerville events. Most of the events on Gardnerville’s banners are Town events. She questioned if this is cost effective for what we want to accomplish. Mr. Thaler said that private sector advertisement is what you need to boost your business. There are things that government should do and should stay out of; this is what government should do. Gardnerville most often displays advertising for non profit. He feels that $800 is well spent because of the people captured driving through Town. Ms. Stangle said that what you see up there is Town events because it is costly. Mr. Thaler said that installing the banner poles correctly is driving the costs up. Mr. Bernard said that when he got on the Board he supported the banner poles. He asked since it is over budgeted what we give up in the budget. Ms. Scott said we would not give up anything; we would be carrying less money into next year. The Board could also pick another project to support. Mr. Stephans noted that we have not bought the truck we budgeted to use for banner installation; we have only approved it. Public comment: Howard Herz asked if $800 is the rough cost for putting a banner up. This includes the permitting fee through NDOT, the actual cost of the banner, and the fees that Gardnerville tacks on. The banners could be used again if purchased for annual events. Bev Giannopulos asked if we have contemplated how many banners you would use during the year. Mr. Thaler sees us providing the venue for the nonprofits trying to get their events advertised. Bev said it is her understanding that it would be for Town events. She asked if we have thought to ask the non profits to see if they would even use it, and how to coordinate what goes up. What would Minden charge them, or would the costs be absorbed by the Town? Mr. Thaler said some questions were answered in our old policy, but that needs to be refined. Sandy Deyo asked if it costs $ 800 each time a banner is hung, how many service organizations would be willing to put up banners at this price. You may want to check with the groups and see what their thoughts are. Thaler/Bernard moved to approve a request to amend the approved budget for the Town of Minden Banner Pole Project to an amount not to exceed $50,000. Stangle and Stephans voted no. Motion died. 6. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to examine bids for the 2012 Street Sealing Program and award the project to the lowest responsive and responsible bidder in an amount not to exceed $82,000; and if 6.1 is approved, authorize the Chairman to execute an Agreement for same. Appearance by Town Engineer. ---PAGE BREAK--- Minden Town Board Minutes August 1, 2012 Page 8 of 8 Mr. Scott said that the bid was opened last Friday so we did not have the bid results in the package. The cost this year is significantly less because we did not have streets rehabilitated last year; these would normally be included for sealing. We did go through the bid process and this was the only bidder. No public comment. Bernard/Stangle moved to approve a request to examine bids for the 2012 Street Sealing Program and award the project to the lowest responsive and responsible bidder Kustom Koatings in an amount not to exceed $82,000; and authorize the Chairman to execute an Agreement for same. Motion carried unanimously. ADJOURNMENT Bernard/Stangle moved to adjourn the meeting at 9:38 p.m. Motion carried unanimously.